**If you do not plan to import data using flat files on the FTP or (S)FTP, our article on one time imports can help to import data directly to a Table. Additionally, if you wish to upload a list and send an email from that imported list, please review this article.**
ROI has the unique ability to merge data from multiple CRM systems and/or flat files. Disparate data is unified in ROI Tables, which allows for a singular view of all customer data. Tables must first be setup before data can be imported because the Table columns determine where the incoming data will live in ROI. The destination column in an import is a direct correlation to the available fields in the Table.
When your Tables are ready to import data it's time to setup the flat file import(s), assuming you have access to an (S)FTP. Your External Segment must be setup before you can move forward with importing data in a flat file on the (S)FTP. Contact firstname.lastname@example.org for your ROI (S)FTP credentials.
Select Create New Import/Export.
Check Import data from a flat file.
The first four required fields - Field Delimiter, Text Qualifier, Escape Character and File Encoding - are set by default. You can adjust those settings in the drop down if needed, but typically the field delimiter will be Comma (.csv file). Save your file as a Windows Comma Separated Value (.csv) on a Mac and a Comma Delimited (CSV) on a PC. For more information on formatting a flat file, please review this article.
The File Name Pattern refers to the flat file name on the (S)FTP that the import is scheduled to pickup. You can either type the file name or just the first word with an asterisk following it. For example, NewCustomers.csv or New*.csv. All file names on the (S)FTP must be unique.
Lists is referring to the created list in ROI that you are able to import contact to from the FTP. Please be sure the list is already created before trying to select it.
Usually flat files contain column headers such as Email, First Name, Last Name, Address etc. Check the box indicating First row contains column names if your flat file contains column headers.
Use extreme caution when selecting the Delete existing data before import check box. Contact support @rightoninteractive.com if you are considering using this feature, as its use is not common.
The Source External Segment refers to the (S)FTP that connects the flat file and ROI. Search the title of your External Segment and choose from the drop down.
The Sample Source File is required to map new fields or additional fields to an existing import. You will notice the Add Mapping button is grey until the sample file is uploaded. The sample file should be uploaded from your desktop. If the file is extremely large, copy and paste the first ten rows including the column headers into a new .csv for sample purposes.
The chosen Destination Table indicates where the imported data will live. There are eight system generated tables available to import your data into, but custom tables can easily be created. The example below uses the Contacts table, which is the most common table to utilize for flat file imports.
Learn more about ROI tables.
The Add Mapping button allows you to map your flat file columns to ROI table columns. There must be a table column already created to house each flat file column. The source columns refers to the the flat file column headers. The Destination Column refers to the table fields.
Below you will find an example of mapping once the Sample Source File and Destination Table are chosen. ROI recommends using a unique ID such as Customer ID as a deduplication key if possible. However, if a unique ID is not available most users select email as their deduplication key. The deduplication key allows for contacts that already exist in ROI to be updated rather than recreated each time they are included in a flat file import.
Select Choose Schedule to retrieve the scheduling pop-up. The Status must be In Progress for the import to run according to schedule. The schedule will begin on the Start Date and if an End Date is applicable it can also be added or left blank.
Name the import, provide a description and select a folder (if applicable) in Step 3. After you save the import for the first time, navigate away and then re-enter the import page and you will notice additional buttons: Save As, Delete, Save & Run Now, View History.
- Save As: Copy the import and provide a unique name. This allows you to work off an existing flat file import so you don't have to start from scratch.
- Delete: Delete the entire import.
- Save & Run Now: Run the import immediately and ignore the schedule.
View History: View History to make sure the correct number of records have been imported. If a failure or skipped rows occurs, you will be able to click on the failure or skipped rows for more insight on the problematic date.
To quickly setup a one time import, click the Import Data button on the Tables home page, but keep in mind this option does not provide a history modal for insight on import failures and skipped rows, which is very helpful. ROI recommends you utilize a flat file import versus the one time import, if possible.
Contact Support@rightoninteractive.com for additional questions.